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Document Process Outsourcing and Its Many Benefits

Document Process Outsourcing (DPO) is a part of Business Process Outsourcing (BPO), where document processing is outsourced to a third-party specialising in that area. It involves the delegation of document related tasks to a service provider including the imaging, conversion, mailing, processing, electronic transmission and printing of any type of electronic or printed document. Document processing outsourcing services are available for a range of documents ranging from the simplest to the most complex documents, including:

Invoices, bills and receipts; legal and financial documents; logistics documents like bills of ladings; property documents; tax statements and rebates; handwritten notes; university documents; appraisal Reports; registration forms; surveys and feedback forms and even catalogues.

Owing to the huge number of benefits of Document Process Outsourcing, more and more companies have opted to delegate their document processing to third-parties. The benefits that the companies get on outsourcing their document processing are:

  1. Reduction in cost and inefficiencies of handling, storing and moving huge volumes of information.
  2. Reduction in document processing and analysing time.
  3. Binding agreements for professional secrecy and data processing
  4. High security with document storage encryption

High-speed technologies and intelligent document processing software of the service providers ensure efficient document processing. They extend a variety of DPO services to industries and businesses, saving them time and labour:

  1. Document scanning: The providers offer high resolution, controlled and quality monitored scanning services for critical business documents. They also link the related scanned copies together to make retrieval of the documents easy.
  2. Document encryption and security services: They provide encryption and security services that meet the privacy and safeguarding requirements of any business as per regulations. Their encryptions are completely safe and prevent information leakage.
  3. Historical records retention and conversion: Maintaining historical documents can be a huge burden. Outsourced services eliminate this burden by organising, scanning, indexing and storing your historical records in a secure environment. Also, you can easily retrieve and access these records whenever required. This frees up storage space and provides proper maintenance of the documents.
  4. Hard Copy records management: Hard copies are difficult to manage, store and destroy too. DPO service providers are completely dependable for secure and bonded storage, retrieval and destruction of hard copies.
  5. Corrupt Document Repair: corruption of documents leads to huge loss of information and in some cases, display of wrong information. Corruption can take place owing to a variety of reasons like viruses, malpractices and water spillage. Catering to this, these service providers extend document repair services where they retrieve complete data from a corrupt document.
  6. Form Creation: Form creation can be a tricky task. You must be careful about all the questions and options you put into the form to extract all necessary information from the customers or clients filling up the form. You can rely on outsourcing services to create a form that meets all your requirements.

Their expertise in all types of document processing whether it is structured or unstructured has made these services very popular and extensively used by all types and sizes of businesses and industries.

How Data Entry Services & Real Estate Industries Are Related

The industry of ‘Real Estate’ has always been the talking point even among the common masses. The term real estate data entry is also gaining quite popularity being interrelated. Even people who literally have a little-no idea about the intricacies of this industry never fail to make an imprudent statement if they feel a ‘property’ of their choice is available for a price beyond their budget.

The Importance of Real Estate Data Entry

The crowning jewel of all industries, Real Estate, is perhaps the sharpest player in the race of industries, and rightfully so. To emerge victorious in the competition among the plethora of industries, each individual player in this segment has to expertly handle a truck-load of things at once. Every correct gambit will help manoeuvre huge profits; a single miscalculation might throw you down the path of disaster. Therefore, every single detail and parameter should be calculated precisely considering every variable to the last possible integer. Grasping the necessity for perfection under these circumstances does not require rocket science.

Going through every single piece of data generated, including legal documents, sales and commission information, property valuation statements; adding latest properties for sale or rent (non-commercial or commercial) as well as updating the database on a regular basis, along with additional real estate relevant documents, usually ends up as a flood of paperwork in the office. Who doesn’t like a good old paperwork flood, right? Well, no one does! Except for the professionals at a real estate data entry firm.

Yes, you read it right! They like the paperwork; not only do they like it, they are experts in this. They are geniuses when it comes to real estate data entry. These unsung heroes not only help in achieving your company’s core goals, but they keep your company’s financial well-being in consideration. All they ask for in return is a steady flow of more documents to work on.

If you do not see this as a win-win situation, there is nothing in this world that will satisfy you!

However, being a support industry, real estate data entry services, too, have a reputation to maintain. Therefore, it is important to spot a genuine service provider with a very good reputation. Here are a few services you should look for while studying the brochure of a data entry firm:

  • Experience of the company as a capable working unit
  • Experience and professionalism of the individual personals in charge of projects
  • Estimated completion time for various projects
  • Infrastructure and technology being used
  • Working hours of the personals
  • Assurance for security and confidentiality of your data
  • A simplified and flexible pricing structure
  • Availability of demo of the services being provided
  • Round the clock customer support

The distinctions between industries exist for a reason. Being a real estate agency, the focus should not dwindle from real estate. This is the sole purpose of a data entry service! By outsourcing your paperwork to more capable hands, you are ensuring conservation of resources overall.

How Business Card Data Entry Can Benefit You

As modern-day businesses grapple with the digital age, the old-fashioned yet extremely relevant business card has not lost its charm. The business card is a simple yet an extremely versatile and protean way to conduct the day to day businesses. It forms a fundamental facet of business conversations and imprints a positive impression on the individuals and firms the concerned business is dealing with.

It also acts as a perfect medium to promote your business. Business card data entry service providers convert your existing business card to a more readable and usable format and hence indexes a large number of cards to connect better with your clients and partners. Here is how business card data entry can benefit your firm:

  1. Business Card to Client Database Entry: The service providers of the business card data entry can easily enter all the relevant company details in an organized fashion and appropriately change it into a client database using the latest technology.
  1. Format Conversion of the Business Data: The customizable data entry system for the business cards by the service providers essentially helps to convert your card to the necessary format and customizes it as per your requirements.
  1. Indexing of Business Cards: The Business Card Data entry service also includes indexing of the cards irrespective of the format they were originally in. This process also includes sorting the indexed data as per the requirements of the client i.e. numerically, by location, alphabetically and more.
  1. Maintenance of Existing Cards: Business Card Data entry also includes updating the information of the existing card in a diligent and organized fashion. This process also includes the conservation of data vis-à-vis the business card within a requisite database server. Essentially all your data is stored optimally.
  1. Updating your information: The data entry specialist team of the business cards can easily help you update all the existing information of the business cards with the new information provided by you. This process will ensure that the efficient updating of information provides essential information to your partners, clients, investors, etc. and they are in tune with the relevant information of your business.
  1. Converting to Hard Copies: The service provider can use the prevailing hard copies of your business card and convert it into its relevant digital format. This digital format can be used across multiple mediums including across emails, blogs, and websites.

There is generally a 5-stage process for data entry of your business card, which as follows: 

a)     Personalized consultation addressing all your queries

b)     Collecting the information from your business card

c)      Scanning the said business card

d)     Formatting and cleaning up the business card data

e)     Storing the data

In conclusion, it can be stated that business card data has multiple benefits for modern-day businesses in the 21st century. As elucidated above, this includes conversion from hard copies to a digital format – which can be used across various online platforms. Furthermore, indexing, storing and updating this data which now can be shared with your business partners and clients.